BackOfficeInvoicing & Billing
Generate Swiss QR-Bill invoices automatically — per order, weekly, monthly, or on demand. Ready for email or print, with correct QR payment slips.
Invoice Generation
Create professional invoices directly from completed orders with a single click. BackOffice pulls all relevant data — line items, quantities, prices, discounts, VAT rates, and delivery details — into a formatted invoice that complies with Swiss and EU invoicing standards.
Each invoice includes a unique sequential number, issue date, due date (calculated from payment terms), supplier and client details, line-item breakdown with VAT, and a payment section with QR-Bill or bank transfer instructions.
Billing Schemes
Not every client wants an invoice per delivery. BackOffice supports four billing schemes that can be configured per client, giving you the flexibility to match each customer's accounting preferences.
| Scheme | Trigger | Best For |
|---|---|---|
| Per Order | One invoice generated for each delivered order | Small clients, one-off orders, prepaid accounts |
| Weekly | All deliveries in a week consolidated into one invoice (generated every Monday) | Restaurants and cafes with frequent small orders |
| Monthly | All deliveries in a calendar month consolidated into one invoice (generated on the 1st) | Large accounts, institutional clients, chains |
| Manual | Invoice created only when an operator explicitly triggers it | Custom arrangements, project-based billing, special terms |
Per-client configuration: Each client's billing scheme is set in their company profile. You can change schemes at any time — the system will finalize any pending invoices under the old scheme before switching.
Swiss QR-Bill
BackOffice generates invoices that comply with the Swiss QR-Bill standard (ISO 20022), which replaced traditional payment slips in Switzerland. The QR-Bill section is automatically appended to every invoice PDF and contains all payment information encoded in a standardized QR code.
QR-Bill includes
- qr_code_2Structured QR code with IBAN, amount, currency (CHF/EUR), and reference number
- account_balanceCreditor information (your company name, address, IBAN)
- receiptPayment reference (QR-IBAN with QRR or SCOR reference)
- euroSupport for both CHF and EUR currencies
- check_circleAutomatic validation against SIX Group specifications
Compliance guarantee: QR-Bills generated by BackOffice are validated against the official SIX Group specification. The system checks IBAN format, reference number structure, and amount formatting before generating the PDF.
Auto Billing
When a driver confirms delivery in Driver Pro, BackOffice can automatically generate the corresponding invoice — no manual intervention required. This is the fastest path from delivery to billing and eliminates the risk of forgotten or delayed invoicing.
Auto billing respects the client's billing scheme. For "Per Order" clients, the invoice is created immediately upon delivery confirmation. For "Weekly" and "Monthly" clients, delivered orders are queued and consolidated into a single invoice at the scheduled interval.
Instant Generation
Per-order invoices are created within seconds of the driver confirming delivery in the field.
Smart Consolidation
Weekly and monthly schemes batch multiple deliveries into a single invoice with itemized breakdown.
Auto-Send
Optionally email the invoice PDF to the client's billing contact automatically upon generation.
Review Queue
Enable a review step where auto-generated invoices wait for operator approval before being sent.
Credit Notes
Issue credit notes to correct invoicing errors, handle returns, or apply retroactive discounts. A credit note references the original invoice and can cover a partial amount (specific line items) or the full invoice total.
Credit notes follow the same formatting and compliance standards as invoices, including QR-Bill support. They appear in the client's account alongside invoices, and the system automatically adjusts the outstanding balance.
Export & Accounting
Export invoices and credit notes in formats compatible with popular Swiss and European accounting systems. BackOffice supports structured CSV, PDF batch export, and direct integration with ERP systems like Bexio, SAP, and Dynamics.
Export options
- table_chartCSV export: — Structured data with invoice number, date, client, line items, VAT, and totals
- picture_as_pdfPDF batch: — Download all invoices for a period as a ZIP archive of individual PDFs
- syncERP sync: — Push invoices directly to connected ERP systems via API integration
- calendar_monthScheduled export: — Configure automatic weekly or monthly exports to a designated folder or email
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